How To Prepare Managers for Performance Appraisal "Season"

Every organization has a point during the year when they are
focused on the performance appraisal process. If reviews are done on a common
date cycle, it would be at that time. If they are completed on employee
anniversary dates, their focus might be during budget
time when the organization discusses how much to budget for employee
increases. Also, if the organization does any kind of mid-year goal review,
performance appraisals might be discussed then.

There is a lot of talk in HR circles surrounding changes to the annual performance review.
The options for change range all the way from tweaking small aspects of the typical procedure all the way to ditching it
entirely. Let's be clear: the annual review still has value! However, in order for it to be useful, performance conversations need to still happen more often
than once per year. It’s a great idea to have frequent performance conversations (monthly is great, weekly is even better) and use the annual review as a sort
of greater wrap-up and look-ahead exercise.

The point being that, at some point during a year, the
organization discusses
performance reviews along with the need to properly plan and prepare for
them. In human resources departments, it’s time to develop a high-level plan
focused on giving managers and employees a positive performance appraisal
experience. Here’s a checklist you can use in developing your plan for
performance appraisal “season.”

Performance reviews are right around the corner. @HRBartender has tips to get you prepped #HR Tweet this

Develop a timeline

Just like there are sports seasons with schedules, think of
your performance appraisal process as a season with a schedule. There’s a
window of time for preparation, for the reviews to be conducted, and for
follow-up. Because each step is contingent upon the previous, each component
has deadlines.

Communicate organizational goals

Ideally, performance reviews not only address past
performance but also future goals. In order for employees to set relevant
goals, they need to understand the company’s goals. Even if senior management
thinks that everyone understands
the organization’s goals, it's not a waste of time to communicate them
again. This ensures that everyone is focused on the same things.

Make sure managers know the process

If you want managers to follow the performance appraisal
process, then it's essential to communicate the process. In organizations with
a common review date, managers only do this activity once a year. And some
managers could be experiencing this for the first time. A reminder to managers
about what needs to be completed and when helps them understand expectations.

Make sure employees know the process

Speaking of expectations, employees have a role in the
performance appraisal process. For managers to do their job when it comes to
performance appraisals, employees
must be informed participants. They also need to understand the process and
the timeline. This is especially true if employees are asked to do
self-appraisals.

Give managers the necessary tools

One of the tools managers need in the performance appraisal
process is information. They will want to review prior reviews and refresh
their knowledge of the performance rating scales. They will also want to
give employees a copy of their last review with instructions on completing a
self-appraisal.

Conduct training

Another tool that managers will need is training. It’s
possible that managers who are new to the process will need training on the
organization’s performance management software. Existing managers might want a
refresher as well. In addition, there are a couple of other areas that training
would be valuable:

Delivering employee feedback

Managers need a proven model for delivering effective
employee feedback. Not just constructive feedback but positive feedback. No
news is good news is not a performance management philosophy. The better the
feedback, the more productive the performance conversation will be.

Setting relevant goals

At some point in the performance conversation, the
discussion will turn to goals. Managers should help employees create goals that
are beneficial to them individually, as well as valuable to the department and
the organization.

The performance appraisal conversation isn’t about telling
employees what to do and what goals to have. That approach doesn't get
employees engaged and involved in their careers. Managers need training to
learn how to coach employees to develop their own success.

Create a system for follow-up

Once the actual performance appraisal conversation has taken
place, the process isn’t over. Everything that happens afterward is getting us
ready for the next season.

Human Resources will monitor completion and compliance. They will coach managers with difficult
performance issues. And they will continue to educate the organization on the
importance of regular performance feedback.

Managers will
provide employee feedback on a regular basis. They will monitor employee
completion toward goals and possibly help employees make
goal adjustments along the way.

Senior Management is responsible for supporting the performance management system along with its
individual processes. They hold the organization accountable for successful
completion of goals.

Everyone in the organization has a role in the performance
appraisal process. The process works because everyone understands the goal and
is focused on achieving it.

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By Sharlyn Lauby

Sharlyn Lauby is the HR Bartender, whose blog is a friendly place to discuss workplace issues. HR Bartender has been recognized as one of the Top 5 Blogs Read by HR professionals by the Society for Human Resource Management (SHRM). When she’s not tending bar, Sharlyn is president of ITM Group, Inc., which specializes in training solutions to help clients retain and engage talent. For the Halogen TalentSpace blog, Sharlyn writes about HR trends and best practices that impact employee engagement and performance. She is the author of “Essential Meeting Blueprints for Managers” and “Manager Onboarding: 5 Steps for Setting New Leaders Up for Success” which are available on Amazon. Her personal goal in life is to find the best cheeseburger on the planet.